About Us:
Nova Lines is a premier flatbed trucking company that takes pride in moving freight safely across the U.S. every day. Our success is built on the dedication of our skilled staff who keep America running. We are a dynamic and growing transportation company committed to excellence in safety, service, and reliability. Our team is dedicated to maintaining a strong fleet of trucks and trailers while fostering a positive work environment where employees can grow and succeed. We value teamwork, integrity, and continuous improvement in everything we do.
Job Title: Shop Administrator
Reports To: Shop Manager
Employment Type: Full-Time, Non-Exempt (Hourly)
Position Summary:
The Shop Administrator supports the operational efficiency of the shop by performing a variety of administrative and coordination tasks. This role ensures that documentation, communication, and logistics are handled promptly and accurately. The ideal candidate is organized, detail-oriented, proactive, and capable of working in a fast-paced environment.
Key Responsibilities:
Documentation & Permits
- Update permit books with the most current documents.
- Make copies of required documents for permit books.
- Scan and upload IFTA stickers to McLeod.
- Order NY HUT stickers upon request.
Key Management
- Make copies of master keys as needed.
- Tag incoming keys for proper tracking.
Work Orders & Equipment Tracking
- Create and maintain a list of jobs to be completed on work orders in TMT.
- Maintain and update equipment records in Fleetrock and McLeod.
Driver & Vehicle Coordination
- Check and update driver ETAs for yard arrival.
- Prepare inspection sheets for class sessions.
- Email trip packs that have been returned.
- Communicate how many trip packs are distributed.
- Greet and assist drivers at the service window.
- Collect returned tablets and EFS cards from drivers.
- Manage the distribution and collection of EFS cards.
Vendor & Travel Coordination
- Arrange hotel accommodations and Uber rides for drivers as needed.
- Coordinate with vendors for service or repairs.
Communication & Systems
- Monitor, manage, and respond to messages in the Chicago Shop email inbox.
- Share Samsara live data as required.
- Answer incoming calls to the shop and address inquiries in a professional manner.
Back up
- Monitor mechanics’ estimated times (ETCs) for repairs or maintenance.
- Generate work orders for inbounded trucks.
- Create invoices for drivers related to parts or services provided.
- Coordinate with the parts department to ensure tarps are available as needed.
- Update McLeod with truck and trailer assignments.
Other Duties
- Perform other administrative and operational duties as assigned by the Shop Manager.
Qualifications:
- High school diploma or equivalent (required); associate degree or relevant coursework (preferred).
- Strong organizational and multitasking skills.
- Proficient in Microsoft Office and shop-related software such as Fleetrock, Samsara and McLeod.
- Effective verbal and written communication skills.
- Ability to work independently and prioritize tasks.
- Professional demeanor with excellent customer service skills.
Equal Employment Opportunity Statement
The Company is an Equal Employment Opportunity employer. We are committed to providing a workplace free from discrimination and harassment. Employment decisions are made without regard to race, color, religion, sex (including pregnancy, sexual orientation, and gender identity), national origin, ancestry, age, disability, genetic information, marital status, military or veteran status, citizenship status, or any other characteristic protected by applicable federal, state, or local law.
The Company complies with all applicable employment laws and prohibits retaliation against any individual who raises a concern, files a complaint, or participates in an investigation related to discrimination or harassment.
At-Will Employment Disclaimer
Employment with the Company is at will. This means that either the employee or the Company may terminate the employment relationship at any time, with or without cause, and with or without notice, subject only to applicable law.
Nothing in this job description, or in any Company policy, procedure, or communication, creates or is intended to create a contract of employment, an express or implied promise of continued employment, or alters the at-will nature of employment.
Pay: $23.00 - $24.00 per hour
Benefits:
- 401(k) matching
- Dental insurance
- Employee assistance program
- Flexible schedule
- Health insurance
- Life insurance
- Paid time off
- Referral program
- Retirement plan
- Tuition reimbursement
- Vision insurance
Work Location: In person
